Sorting and Mass-Editing Tasks in the Beebole List View

Beebole’s List view shows your tasks as a plain table — one header row, then one row per task — using the same columns as the Gantt chart, but without a timeline taking up half the screen. Use it when you want to work the list rather than look at it: find the tasks nobody owns, order everything by date, or change a field on twenty tasks at once. It is one of the four views of the Planning page, alongside the Gantt chart, the Kanban board, and the Staffing view — all show the same tasks, so a change in one view appears instantly in the others.

Opening a List view

Open the Planning page

Click Planning in the sidebar. Pick the planning you want at the top of the page.

Select a List view

Click a List view tab above the task list. To create another one, click Add a view and select List — each view keeps its own columns, sort order, and grouping.

Reading the table

Every task you can see is one row. The header row stays visible while you scroll down. When the columns are wider than the screen, the table scrolls sideways inside its own area and the page itself never scrolls horizontally, while Row #, Task Name, and any column you pin stay on the left (see Pinning columns).

Beebole List view of the Main plan planning with the Row #, Task Name, Owner, Dates, Planned, Client and Status columns, sorted by Dates as the arrow on its header shows, with each owner and client project drawn as a badge — A List view sorted by Dates

Row # and Task Name are always shown, in that order. A new List view starts with just those two.
Anything that is a linked item — the owner, the potential owners, the tags, the dependencies, the projects of each category — is drawn as a badge with its ancestors, not as bare text. Click a badge to open it, or Shift+click it to add it as a filter.
A task with subtasks shows a chevron in its Task Name cell. Click it to reveal the subtasks indented underneath, or hold ⌘ while clicking to expand or collapse every task at the same level at once (the chevron’s tooltip says ⌘+Click for all).
Subtasks always stay under their parent. Sorting and grouping never separate a child from its parent.

Each List view remembers what you set on it: the columns shown, their order and widths, the sort, the grouping, which parents are expanded, which groups are collapsed, and its filters. Open it again tomorrow and it looks the way you left it.

Choosing columns

Open the ⋯ menu on the active view tab and hover over Columns. Click a column’s name to show or hide it: a tick marks the columns shown. The pin button at the end of each line keeps that column on the left while the table scrolls sideways. Selected columns appear first in the submenu, the rest below in alphabetical order.

Beebole List view tab menu open with Durations in, Columns, Group by, Filters, Rename, Duplicate and Delete, and the Columns submenu listing Owner, Dates and Status ticked, then Activity, Client, Dependencies, Internal, Occupation, Planned, Potential owners and Tags, each line ending with a pin button — The Columns submenu: the columns shown first, with their tick, then the others, each with its pin button

Column	What it shows
Row #	The row’s position in the current display, used to type dependencies
Task Name	The task name, its parent, and the expand chevron
Dependencies	Row numbers of the tasks this task depends on
Dates	The task’s start and end dates
Owner	The person who owns the task
Potential owners	The people or tags the task is assigned to
Planned	Planned time, in hours or days
Occupation	The share of the owner’s capacity the task takes, as a percentage
Status	The task’s current status
Tags	Tags applied to the task

In addition, one column per project category is available, showing the projects from that category linked to each task. The Planned figures follow the unit chosen under Durations in in the same menu — Hours or Days.

Pinning columns

Pinned columns stay on the left of the table while the other columns scroll sideways, like frozen columns in a spreadsheet. Row # and Task Name are always pinned. To pin another column, click the pin button next to its name in the Columns submenu (tooltip Keep this column on the left when scrolling), and click it again (Stop keeping this column on the left) to unpin it. Pinning a hidden column also shows it. Pinned columns sit right after Task Name, and hiding a column unpins it.

Reordering and resizing columns

Reorder — Drag a column header sideways and drop it where you want it. Row # and Task Name stay first and can’t be moved. A column dropped among the pinned columns becomes pinned, and a pinned column dropped among the others is unpinned.
Resize — Drag the right edge of any column header. Widths are saved with the view.

Sorting

Click a column header to sort the table by that column. Click it again to reverse the direction, and a third time to go back to the manual order — a small arrow on the header shows which column is sorted and which way. One column is sorted at a time. The header’s own menu offers the same actions by name: Sort ascending, Sort descending, and Hide column. Sorting applies among siblings: top-level tasks are ordered among themselves, and each parent’s subtasks among themselves, under their parent. With a grouping active, sorting applies inside each group.

Column	Sorted by
Task Name, Owner, Tags, project categories	The displayed name, alphabetically — when a cell holds several entities, the first one decides
Potential owners	The first person’s name, or the first tag’s name when no person is assigned
Dates	Start date, then end date for ties
Planned, Occupation	The figure, numerically
Dependencies	The number of dependencies
Status	The order of the planning’s statuses, not the alphabet
Row #	Nothing — it returns the table to the manual order

Tasks with an empty value in the sorted column sit at the end, whichever direction you choose.

Row # is the row’s position in what you are looking at right now, like a spreadsheet, and dependencies point to those numbers. While a sort is active the row number replaces the drag handle used to reorder rows by hand — click the Row # header (or Manual order in its menu) to get the handles back.

Grouping rows

Open the ⋯ menu on the active view tab and hover over Group by to restructure the list without changing any task data:

Owner — One group per task owner
Status — One group per status
A project category — Hover its name and pick one of its levels
A tag category — Hover its name and pick one of its levels

Select None to remove grouping. Each group gets a header line with the group as a badge and the number of tasks in it; click the header to collapse or expand that group, or hold ⌘ while clicking to collapse or expand them all. With a grouping active, Show all groups also displays the empty ones — useful to see owners or statuses that currently have no tasks. Hovering a group header also shows its + button (Add Task). It adds a task at the top of the group, with the group’s owner, status, or project already set; see Adding tasks in place.

Beebole List view of the Main plan grouped by Status, with the Backlog (1), Queue (3), In progress (10) and Done (10) group headers, each followed by its tasks, with the Done button before each task name, the Owner, Dates and Status columns, and the Delete button at the end of each row — The Main plan List grouped by Status, each header showing the status and its number of tasks

Editing in the table

Every value cell in the List is a control, so you can fill in a whole column without opening a single task.

Column	How you change it
Status	Step to the previous or next status with the chevrons, or click the status name to pick any of them
Owner	Click the badge’s remove icon to clear the owner, or the person button on an empty cell to pick someone (Select the owner)
Dates	Click the cell to open the task’s period editor
Planned	Type the figure in the cell, in the unit set by Durations in
Occupation	Type a percentage between 0 and 100
Potential owners, Tags	Click the + button to open a small editor with the current badges — removable — and a picker to add more
Project categories	Same editor: remove the project that is set, then pick another from the category
Dependencies	Click the cell, then click the tasks it depends on or type their row numbers — see task dependencies

Changes are saved as you make them. Editing a value never re-sorts the table under your cursor: the new order arrives the next time you click a header or reload the view.

A parent task shows its subtasks’ totals rather than its own values, so Planned, Occupation, and Dates aren’t editable on a parent row. Change the subtasks instead.

Adding tasks in place

Hover over a row and click the + button next to the task’s name: a name field opens under the row, and what you type becomes a subtask of that task. The + on a group header works the same way at the top of the group, and the new task gets the group’s owner, status, or project. Press Enter to save the task and open a field for the next one, or paste a list to add several at once. Hold ⌘ (Ctrl on Windows) as you click a + to open the full add form instead, with the same values filled in. In a Bookings planning, both buttons open the Add Booking form. See Adding tasks in place for the details.

Editing several tasks at once

Build a selection first, then edit any row inside it — the change applies to every selected task:

⌘+Click (Ctrl+Click on Windows) a row to add it to or remove it from the selection.
Shift+Click extends the selection to a range.
Change a value on any selected row and every selected task gets it. Change a row outside the selection and only that row changes.
Press Esc to clear the selection, or Delete (or Backspace) to delete every selected task.

Beebole List view of the Main plan with three rows highlighted as a selection, Requirements Gathering, UI/UX Design and System Analysis, among the other tasks, each with its Done button before the name, its Owner, Dates and Status, and its Delete button at the end of the row — Three tasks selected with ⌘+Click: a change on any of these rows applies to all three

A mass change is a single undo step, however many tasks it touched: ⌘Z brings all of them back at once, ⇧⌘Z reapplies them.

A task that has time records logged against it cannot be deleted, so a bulk delete stops on it. Mark those tasks Done instead, with the button before the task’s name or from the task’s ⋯ menu.

Marking tasks done from a row

If you are allowed to manage tasks, each row carries two icon buttons, which brighten when you hover over the row: one before the task’s name, in the Task Name cell, and one at the end of the row. Their tooltips name them: the first is Done, which marks the task done (on a task already done, the tooltip reads Reopen), and the second is Delete, which deletes it. They do the same as the matching entries of the task’s ⋯ menu. A done task leaves the table until you click Show Done in the page header; see Marking tasks done and deleting them.

Beebole List view of the Main plan with the App Development row, In progress, under the mouse: its Done button (a ticked circle) before the task name and its Delete button (a bin) at the end of the row, brighter than on the other rows — The Done button before a task's name and the Delete button at the end of its row, brighter on the row under the mouse

Filtering and searching

Use the Filters button to narrow the table — by task, status, owner, potential owner, project, or tags — with the active filter count shown on the button. Filters are saved with the view and can be switched off and back on without losing them: the button toggles them rather than clearing them. To search by name, use the task filter’s contains or starts with condition. Shift+clicking any badge in the table adds that item as a filter, which is the fastest way to narrow down to one client, one owner, or one tag.

The List responds to the same keys as the Gantt chart:

Key	Action
Arrow Down / Arrow Up	Move the cursor to the next or previous row
Arrow Right	Expand the selected task and move into its first child
Arrow Left	Collapse the selected task, or move up to its parent
Shift+Arrow	Extend the selection as a range up to the task you land on, like Shift+Click
⌘+Arrow	Add the task you land on to the selection, or drop it, like ⌘+Click (Ctrl on Windows and Linux)
Enter	Open or close the detail panel of the selected task. While the panel is open, it follows the cursor as you move, except while you are building a selection
Tab	Make the selected task a subtask of the task above it
Shift+Tab	Move the selected subtask up one level
⌘+A	Add a new task — a subtask if a task is open

Saved views

The tabs above the task list are saved views, and a planning can hold as many List views as you need — one per way of working the list.

Create — Click Add a view, then List.
Reorder — Drag a tab sideways and drop it where you want it.
Rename — Double-click the tab (or long-press it on a touch screen) and type the new name, or use Rename in the tab’s ⋯ menu.
Duplicate or delete — Use Duplicate and Delete in the ⋯ menu. The last remaining view cannot be deleted.

Tasks

What tasks are in Beebole — creating, importing, assigning, and tracking time on them.

Gantt chart

The same columns beside a timeline, with dependencies and a workload heatmap.

Kanban board

Move the same tasks through status columns with drag and drop.

Staffing

Book people onto projects on a per-person timeline and balance workload against capacity.

Frequently asked questions

How do I sort my Beebole tasks by date or by owner?

Open a List view and click the Dates or Owner column header. The first click sorts ascending, the second descending, and the third returns the table to the manual order. Sorting happens among siblings, so subtasks stay grouped under their parent.

Can I change the same field on many tasks at once?

Yes. ⌘+Click rows to build a selection (or Shift+Click for a range), then change the value on any row inside the selection — every selected task in Beebole gets it, as one undo step. Delete removes the whole selection at once.

What is the difference between the List view and the Gantt chart?

Both show the same tasks with the same columns, which you can sort, reorder, and resize in either view. The Gantt chart pairs those columns with bars on a timeline, for scheduling and dependencies. The List view drops the timeline, gives the columns the whole width, and lets you pin columns so they stay on the left while the table scrolls sideways. That makes it better for finding, checking, and mass-editing tasks.

Why can't I move the Row # and Task Name columns?

Those two are fixed in Beebole: Row # carries the numbers dependencies point to, and Task Name carries the hierarchy chevron, so both stay at the left of the table and are always pinned there while you scroll sideways. Every other column can be dragged into any order, resized, and pinned.

Can I export the List view?

Not from the view itself — the List view in Beebole is a working table, not an export. Build the figures you need in Reports instead, then download them as Excel, CSV, or PDF.

Getting started

Documentation

List view: tasks as a sortable table

Opening a List view

Reading the table